Explanation
BACKGROUND: This ordinance is for the option to purchase Heavy Duty (HD) Specialty Services for the Fleet Management Division. These HD Specialty Services are used by the Fleet Management Division to repair various heavy duty vehicles. The term of the proposed option contract will be two (2) years, expiring September 30, 2014, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on September 6, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004570). Fifty Five (55) bids were solicited (M1A-0, F1-0, MBR-0). Seven (7) bids were received.
Keens Body submitted the lowest numeric bid for items # 2, 5, 6, 9 and 10, however their bid was for body services only and not mechanical services as specified. DeMary submitted the low numeric bids for items # 5 and #6, however their bid was for brake testing only and not mechanical services as specified. The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders.
Triad Fire Apparatus Service Company, Inc., CC# 31-1295929 (Expires 8/31/14)
C.W. DeMary Services, Inc. CC# 31-0743464 (Expires 3/21/13)
The McLean Company, CC# 34-0762688 (Expires 7/11/14)
Flora's Diesel Repair Service, Inc., CC# 31-1202449 (Expires 10/7/13)
Total Estimated Annual Expenditure: $153,000.00
The company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the availability of HD Specialty Services which are used to repair various HD vehicles would be slowed, causing the Fleet Management Division a delay in both making HD vehicle repairs and getting HD vehicles back into commission for use.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into four (4) Universal Term Contracts for the option to purchase HD Specialty Services with Triad Fire Apparatus Service Company, Inc., C.W. DeMary Services, Inc., The McLean Company and Flora's Diesel Repair Service, Inc.; and to authorize the expenditure of four (4) dollars to establish the contract from the Mail, Print Services and UTC Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 6, 2012 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining optimal products/services at low prices, and 2) encouraging economic development by improving access to City bid opportunities, and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because there is a need to maintain a supply of HD Specialty Services for vehicle repairs within City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase HD Specialty Services, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Finance and Management Director be and is hereby authorized to enter into the following contract for an option to purchase HD Specialty Services for the term ending September 30, 2014, with the option to renew for one (1) additional year subject to mutual agreement in accordance with Solicitation No. SA004570 as follows:
Triad Fire Apparatus Service Company, Inc.: Awarded Line 9: $1.00
C.W. DeMary Services, Inc.; Awarded Line 4: $1.00
The McLean Company; Awarded Lines 5 & 6: $1.00
Flora's Diesel Repair Service, Inc.; Awarded Lines 2 & 10: $1.00
SECTION 2: That the expenditure of $4.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3: That for the reason stated in the preamble here to, which is hereby made a party hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.